ICInvoiceCraft

Create a professional VAT invoice in minutes.

Create a VAT-compliant invoice with registration number, tax breakdown, and line items. Free PDF template for EU and UK businesses.

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What to include on a VAT invoice

VAT invoices must meet specific legal requirements. Missing information can cause problems during a tax audit. Use this checklist to stay compliant.

  • Your business name, address, and VAT registration number
  • Client name, address, and VAT number (B2B)
  • Invoice number (sequential)
  • Invoice date and supply date (if different)
  • Description of goods or services
  • Net unit price, quantity, and net total per line item
  • VAT rate(s) applied and VAT amount per rate
  • Gross total payable

VAT invoice examples

  • EU B2B: "Consulting services, 20% standard VAT, reverse charge"
  • UK retail: "Product sale, 20% VAT, VAT number GB 123456789"
  • Reduced rate: "Food products, 5% reduced VAT rate"

VAT compliance note

VAT rules vary by country and change frequently. This template helps you format a VAT invoice, but it is not tax advice. Always confirm the correct VAT rates, exemptions, and reverse charge rules with a qualified tax professional in your jurisdiction.

Understanding VAT rates

Most countries have multiple VAT rates: a standard rate (typically 15-25%), one or more reduced rates (5-13%) for essentials like food and books, and a zero rate (0%) for certain goods. Some items are VAT-exempt entirely, meaning VAT does not apply.

For B2B transactions within the EU, the reverse charge mechanism often applies: the buyer accounts for the VAT instead of the seller. Mark these invoices clearly with a reverse charge note and set the VAT rate to 0% on the line items.

When to send this invoice

Issue a VAT invoice at the time of supply or soon after. In many jurisdictions, VAT invoices must be issued within a specific timeframe — for example, within 15 days of the supply date in the EU.

For ongoing services, send invoices on a regular schedule (monthly is common). Make sure each invoice has a sequential number and the correct VAT rate for the goods or services supplied.

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Frequently asked questions

What makes a VAT invoice different from a regular invoice?

A VAT invoice must include your VAT registration number, the client's VAT number (for B2B), the net amount, the VAT rate and amount for each line item or group, and the gross total. These details are legally required in the EU, UK, and many other regions.

Do I need to charge VAT on every invoice?

You must charge VAT if your business is registered for VAT and the goods or services are taxable. Some items are exempt or zero-rated. Check your local tax authority's rules or consult a tax professional for your specific situation.

Can I use this for reverse charge VAT?

This template lets you set a tax rate, including 0%. For reverse charge VAT (where the buyer accounts for the VAT), set the tax rate to 0% and add a note stating 'Reverse charge applies'. Confirm the correct treatment with a tax professional.

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